Responsibilities
Within limits of delegated authority, the Team Assistant will be responsible for the following duties: • Performs a wide range of office support and administrative functions as well as procurement functions. • Undertakes low value procurement exercises. • Process procurement transactions through SAP system of the UN. • Process procurement exercises in the solicitation/e-tendering system of the Procurement Division. • Assist other procurement colleagues in procurement exercises. • Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports. • Monitors processes and schedules related the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements. • Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc. • Generates a variety of standard statistical and other reports, work orders, etc., using various databases.
• Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format. • Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc. • Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site. • Assists in the preparation of presentation materials using appropriate technology/software. • Performs data entry and extraction functions. • Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions. • Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc. • Maintains procurement files (both paper and electronic) and databases for work unit. • Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc. • Performs other duties as assigned.
Competencies
• Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. • Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Work Experience
• A minimum of three years of relevant experience in procurement, contract administration, administration or a related field is required. The minimum years of relevant experience is reduced to 1 year for candidates who possess a first-level university degree or higher. • Experience working with Enterprise Resource Planning (ERP) systems such as SAP or similar system, including the procurement process is desirable. • Experience in a procurement or commercial office environment is desirable. • Experience in general office support or related area is desirable.